What does an Onboarding Software do?

Picture this.
Your product is powerful, but your new users barely scratch the surface or for worse, drop off before realizing its potential. In today’s crowded software world, onboarding is your product’s secret weapon. Enpowering your users with your software create word of mouth and referrals.

For product builders and executives, seamless onboarding isn’t just about a smooth start. It creates direct impact.

1. User activation and early engagement: The faster users experience value (“aha!” moment), the more likely they’ll stick around.
2. Retention and growth: Users who onboard effortlessly are less likely to churn and more likely to become your champions.
3. Reduced support load: Clear onboarding (especially with engaging video tutorials) means fewer repetitive support queries and more scalable customer success.
4. Differentiation: A delightful, interactive onboarding experience sets your brand apart in a sea of sameness.

Onboarding is no longer just a ‘nice to have.’ For fast growing products, it’s the difference between fleeting signups and long term loyalty. By enabling in-app video driven onboarding, Knolbase helps your users win, and when your users win, you win.

Where Most Onboarding Falls Short

Getting users to sign up is half the battle. The real challenge is helping them find value fast. Too often, onboarding is treated as an afterthought. A passive walkthrough, a scattered set of help articles, or a barrage of tooltips that leave users more confused than when they started.

If you talk to most of the users who uses enterprise software you hear these common words.

• New users are eager, but a clunky start can quickly turn that excitement into frustration.
• Most folks don’t have the patience to scour documentation or chase down demo videos buried deep in your website.
• Without clear, timely guidance, even the smartest features go undiscovered
• As your product grows, it only gets harder to show the right things to the right people, at the right time.
• Onboarding a new user is a manual process that requires a lot of effort and time.

The consequence? Users bail before ever hitting that “aha!” moment, your support team repeats the same answers, and a product built to solve real problems ends up feeling complicated.

There’s a smarter way to bridge that gap, and it starts with rethinking what onboarding could be.

The Missing Factor: Personalization

Most onboarding struggles because it overlooks one critical ingredient. Personalization.

• When every new user is routed through the same generic steps, the experience feels cold and irrelevant. They are handed a checklist. Their real needs, skills, and goals go unseen.
• The absence of personalization means users face features they may never use, documentation that does not speak to them, and tutorials that miss their key challenges.
• This one size fits all approach is why so many onboarding flows fail: they do not help users connect the product to their unique journey.

Personalized onboarding is the answer. By tailor making the onboarding experience for each user, you can help them connect the product to their unique journey.

• Users get relevant guidance at the right moments, helping them reach value faster.
• Support teams are freed from answering the same questions, because personalized help is embedded in the product.
• Your product stands out not generic. It is thoughtful.

Without personalization, onboarding is just a series of steps. With it, onboarding becomes a gateway to lasting success.

People have talked about this before.

Bansi Mehta have talked about personalization in an article

Personalized journey mapping helps you move beyond generic flows to create tailored experiences that resonate with individual user needs. SaaS platforms can segment users into distinct personas based on their roles, goals, and use cases. You can do this by leveraging initial micro surveys from the welcome screen. This segmentation enables the design of customized onboarding paths, each meticulously crafted to meet the specific requirements of different user types.

Product designer Elizabeth Alli shares lessons from her research: focusing on user intent, highlighting quick wins, and using interactive checklists drive engagement. Personalization and letting users “test drive” the product without pressure are recurring themes.

✅ Personalization makes users feel seen.
✅ Progressive disclosure prevents overwhelm.
✅ Emotional engagement keeps users hooked.
✅ And the only real way to master onboarding?
👉 Know your users, define their goals, and test if you can get them there.

Knolbase is a Modern Solution. In App Video Driven Onboarding.

If you’ve ever wished you could give every customer the perfect, personalized onboarding without scaling your team, Knolbase is built for you. Knolbase is more than onboarding checklists and static docs. It’s an AI-powered system that lets SaaS teams:

• Automatically create personalized training portals for every user or persona, as soon as an account is signed.
• Embed helpful video tutorials and AI powered guides right inside your product, so users get context-specific help when (and where) they need it.
• Offload repetitive, manual onboarding to AI agents so that your team can focus on what matters most.
• Generate curated guides for hiring managers, health provider, or any user type, using your actual product videos and docs.
• Instantly answer user questions. No combing FAQs or support docs thanks to integrated AI search and Q&A.

How it works?

Just upload your guides, videos, and knowledge sources. Knolbase adapts all this content to different user roles, automates portal creation, and even tracks progress. Implementation is now faster and easier.

Video Tutorials

Documentation

Product Updates

Onboarding Webinars

AI Agent

AI Generated Guides

Onboarding Portals

AI Chatbots

Knolbase helps in create extreme personalization in scale. This personlisation helps teams build simple ways to your users to understand how to create value using your software.

• Personalized Portals

  Create unique onboarding experiences for every user, team, or customer account with guides, tutorials, and tasks tailored just for them.

• In-App Video Tutorials

  Target video walkthroughs to specific screens and user roles, all available right inside your product.

• AI Powered Guidance

  AI agents help answer user questions on the fly, direct them to the right resources, and personalize the learning journey from day one.

Who Can Benefit Most?

If you are responsible for making users love your product from day one, Onboarding is Priority 1 and Knolbase is built for you.

• Product Manager who wants every new feature to land perfectly without endless support calls.
• Customer Success teams ready to scale onboarding, but tired of repeating the same walkthroughs for every account.
• Leading a fast moving startup or SaaS enterprise, and needs onboarding to keep pace with your growth

If you want to move beyond generic walkthroughs and give every user their best start, Knolbase delivers for your team and your customers.

You will spend less time troubleshooting and more time empowering users at scale.

Steps in the Creating Success for your users

Here's a clear, generic outline of Steps in the Onboarding Process and making your users successful. A seamless onboarding process is key to turning new users into power users. Here's how a typical SaaS onboarding journey unfolds:

1. Account Setup

   The user signs up and creates their account often providing basic details and selecting initial preferences. Some enterprise prefer a manual process as well.

2. Welcome & Orientation

   New users are greeted (with a welcome message, email, or both) and guided to key starting points within your product.

3. User Profiling & Segmentation

   Collect relevant information to understand user roles, needs, or goals. Understanding Jobs to be done. This helps tailor the experience something platforms like Knolbase automate.

4. Training and Guidance

   Training and Guidance is the most important part of the onboarding process. It helps users understand how to use the product and how to get the most out of it.

5. Personalized Training & Resources

   Serve onboarding checklists, key docs, or targeted help articles ideally, these are tailored to specific personas, teams, or use cases. (AI driven tools like Knolbase can generate these automatically.)

6. Hands-on Tasks or Milestones

   Encourage users to try out core actions (creating a project, inviting a teammate, running their first report, etc.), with feedback and soft nudges along the way.

7. Progress Tracking & Support Access

   Show users their onboarding progress and make it easy to reach support if they hit a roadblock. Many onboarding tools (including Knolbase) visualize progress and allow for instant Q&A.

8. Feedback Collection

   Ask for feedback on the onboarding experience. This helps you refine your process based on what users share.

9. Ongoing Education & Engagement

   After initial onboarding, continue the education journey with advanced features, product updates, and community resources to drive deeper adoption.

A thoughtful onboarding process is never one and done. It adapts as your product and your users grow. Tools like Knolbase just make every step easier, more targeted, and more effective.

Conclusion

In today’s world, great onboarding isn’t just about helping users get started. It’s about empowering them to succeed and love your product from day one. By combining structured process with automation and personalization, you can drive faster adoption, reduce churn, and scale your efforts without growing your team. Modern tools like Knolbase make it easy to deliver personalized, in-app training and support at scale. No more lost users, no more onboarding bottlenecks. Give your users a smooth journey that leads to real results.

Are you ready to see what modern onboarding looks like? Try Knolbase and create onboarding your users will remember.